Managed.IT - Issue 63

30 01732 759725 DOCUMENT MANAGEMENT Mosscare St Vincent’s Housing Group (MSV) is saving 234 days’ work each year by migrating its gas safety reporting processes to an online document management system Manchester-based MSV previously partnered with digital document management software provider DocTech for other areas of its operations, including accounting and general administration, introducing an automated solution in 2015 to improve efficiency. The covid pandemic at the start of 2020 turned everything on its head, with social distancing, remote working and other restrictions on human contact rendering traditional paper systems virtually obsolete. To maintain its workflow throughout 2020 and the following year, MSV was forced to expand its digital systems to remove the need to share physical documents, such as tenancy agreements, reports and contracts. Digital signatures were also introduced by integrating DocTech’s solution with MSV’s housing management system, MRI Housing Enterprise. The group said the move was an instant success. Paul Clark, senior applications analyst at MSV, said: “Aside from saving time and money on issues with paper certificates and reports, we also started to notice huge savings on the removal of small tasks such as scanning and printing. “In isolation, these might seem like minor benefits, but when you calculate the thousands of these documents we process each year, it adds up to significant savings across the board. “We have now adopted DocTech solutions for pretty much every system we possibly can across the organisation, which involves thousands of documents. It is incredibly intuitive, flexible, compliant and secure, and everything is automated so it frees us up to work on other tasks. It has been a blessing.” DocTech managing director Ruban Rajasooriyar added: “The firm’s 22 years’ experience of working with public organisations has enabled the business to evolve to meet the ever-changing needs of the sector. “Many of our biggest clients are in the public sector, which has helped us to develop a deep understanding of the unique challenges they face. "Our clients’ focus is on developing an efficient hybrid workforce which is also safe and transparent with regards to the appropriate management of sensitive data. We are constantly evolving our solutions to tackle the challenges faced by our clients. “Our longstanding and excellent working relationship with MSV and its continuous expansion into digital document management is testament to our team’s ‘solutionfirst’ approach. It is fantastic that our system has had such a positive impact on the organisation’s working practices.” The north west community-based landlord, which owns and manages 9,000 rental homes across the region, routinely servicing 7,500 of them, has saved an average of 15 minutes per property by cutting needless paperwork. John Paul Petryczuk, ICT and business systems architect at MSV, which employs 350 staff, said: “It has been a revelation since we moved away from using paper for filing our gas safety certificates. “When you consider the number of properties we service, that is a lot of time and money we have recouped in a relatively short period. “There were so many issues we had to deal with in terms of certificates getting lost, damaged or misplaced. “If there were any issues with the reports, we would need to send another engineer back to the property to go through the whole process again. It caused significant problems for many years. “Since switching to using a digital system to file and store documents, the problems we were facing no longer exist. “The migration really has been nothing short of a revelation. The sheer number of benefits we have seen has almost been unquantifiable. Everything is now so much easier to store, access and check. We certainly won’t be going back to paper.” Housing association saves over £22,000 per year by adopting paperless filing system